Item C06
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 09/16/2009 Division: County Administrator
Bulk Item: Yes l No - Department: Social Services
Staff Contact Person: Sheryl Graham x4592
AGENDA ITEM WORDING: Approval of the Homeless Prevention and Rapid Re-Housing Grant
Agreement (HPRP) grant # KFZ28 between Monroe County Board of County Commissioners
(Community Services/Social Services) and the State of Florida, Department of Children and Families,
through the State Office on Homelessness for the provision of funds to provide homeless prevention
assistance to households who would otherwise become homeless, and to provide assistance to rapidly
re-house persons who are homeless.
ITEM BACKGROUND: The Proposal for Homeless Prevention Funds submitted and dated 4/2/09.
Please refer to attached Proposal.
PREVIOUS RELEVANT BOCC ACTION: N/A
CONTRACT/AGREEMENT CHANGES: N/A
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $257,007.00 BUDGETED: Yes ~ No
-
COST TO COUNTY: $0 SOURCE OF FUNDS: Grant funds
-
REVENUE PRODUCING: Yes N/ A No - AMOUNT PER: MONTH: YEAR:
APPROVED BY: County Atty. ~O~;"'ing_ Risk Management __
I
DOCUMENTATION: Included - Not Required_ To Follow X
DISPOSITION: AGENDA ITEM #
Revised 8/06
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Department of Children & Contract: KFZ28
Families
Effective Date: 10-01-2009
Expiration Date: 6-30-11
Contract PurposelDescription: Approval of the Homeless Prevention and Rapid Re-Housing Grant
Agreement (HPRP) between Monroe County Board of County Commissioners (Community
Services/Social Services) and the State of Florida, Department of Children and Families through the
State Office on Homelessness for the provision of funds to provide homeless prevention assistance to
households who would otherwise become homeless, and to provide assistance to rapidly re-house
persons who are homeless. Total awarded funds of $257,007.00
Contract Manager: Sheryl Graham 4592 Social Services/Stop 1
(Name) (Ext. ) (Department/Stop #)
For BOCC meeting on 9/16/2009 Agenda Deadline: 9/1/2009
CONTRACT COSTS
Total Dollar Value of Contract: approx. $257,007.00 Current Year Portion:
Budgeted? Yes X No Account Codes: - -
- - - -
County Match: -0- - - - -
Additional Match: - - - -
Total Match $0 ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
(Not included in dollar value above) (e.g. Maintenance, utilities, ianitorial, salaries, etc)
CONTRACT REVIEW
Changes Date Out
Date In ~ qf;j&
Division Director 9-1-09 Ye~
Risk Management 8<31~ Yes ~) ~\3/~
~ ~\3\\fJ'"
O.M.B./Purchasing Yes N
County Attorney ~1~" lo~ Yes c9
Comments: /
06/0512009 THE STATE OFFICE ON HOMELESSNESS
HOMELESS PREVENTION and RAPID RE-HODSING
GRANT AGREEMENT
Monroe County B.O.C.C.
and
State of Florida
Department of Children and Families
WHEREAS, the American Recovery and Reinvestment Act of 2009 created the Homeless
Prevention and Rapid Re-Housing Program [CFDA 14.257], and
WHEREAS, the U.S. Department of Housing and Urban Development has awarded the State of
Florida a grant in the amount of$21,507,109, and
WHEREAS, the U.S. Department of Housing and Urban Development has issued the Notice of
the regulations governing the Homeless Prevention and Rapid Re-Housing Program on March
19,2009, and
WHEREAS, the Department of Children and Families, through the Office on HomeIessness, has
been designated to administer this federal grant for the State of Florida, and
WHEREAS, the Department has filed with the U.S. Department of Housing and Urban
Development the appropriate grant application documents in the form of a Substantial
Amendment to the State's 2008 Annual Action Plan, and
WHEREAS, the Department has received and executed the Homeless Prevention and Rapid Re-
Housing Program grant agreement dated July 15, 2009, and
WHEREAS, the Florida Legislature has authorized the Department to accept this grant, and
administer these federal funds as a grant in aid program in conformance with all federal
regulations, and
WHEREAS, the Department finds that there is a need to provide the services described in the
grantee's program plan for the Homeless Prevention and Rapid Re-Housing (HPRP) grant,
NOW, THEREFORE, The Department hereby awards the sum of $257.007.00 Dollars to
Grantee under the following terms and conditions:
1. The purpose of the Homeless Prevention and Rapid Re-Housing Program is to provide
homeless prevention assistance to households who would otherwise become homeless, and to
provide assistance to rapidly re-house persons who are homeless. These grant resources are
intended to be targeted and prioritized to serve households that are most in need of the allowable
temporary housing assistance, and who are most likely to achieve housing stability following the
conclusion of the HPRP assistance.
1 GRANT # KFZ28
06/0512009 THE STATE OFFICE ON HOMELESSNESS
2. The HPRP program plan filed with the Department by the Grantee is incorporated as
Attachment A and on file in the grant file of record. The Department's Substantial Amendment
document, upon which that program plan is based, is also incorporated herein by reference as if
fully set out here and is on file in the grant file of record. The Grantee hereby agrees to perform
the tasks and to provide the services described in the program plan contained in Attachment A.
3. In addition to the grant amount reflected on page 1 of this Grant Agreement, the Department
makes a conditional allocation of HPRP funds to the Grantee in the sum of $ 171,388.00. The
Grantee shall not have the authority to obligate or expend these additional grant funds until the
following conditions are met.
(a) The Department receives budget authority to expend these additional grant funds from the
Florida Legislature.
(b) The Grantee demonstrates to the satisfaction of the Department that the Grantee has
successfully performed under this Grant Agreement. This shall include but not be limited to
attaining the spending goals set forth in paragraph 13, and then submitting the required
reports in a complete and timely manner.
(c) The Grantee submits written evidence of the need in the area served by the Grantee which
cannot be met with the funding provided to the Grantee, as reflected on page 1 of the Grant
Agreement. Such evidence shall be based on actual participant eligibility determined by the
Grantee in accordance with the program regulations issued on March 19,2009.
(d) The Grantee submits a revised program budget to properly reflect the proposed spending by
eligible grant activities for the sum of the additional grant allocation.
(e) The Grantee receives written authorization from the Department to expend the additional
grant allocation, or specified sum thereof, effective on a date specified in the written
authorization.
The Department reserves the right to reallocate the additional HPRP grant funding specified in
this article to other communities based on the Department's assessment of the needs documented
statewide, and determination of the areas of greatest need for the HPRP funding.
4. The Grantee shall be required to collect and enter data on all HPRP participants assisted by
the HPRP grant in the local homeless management information system for the continuum of care.
Grantee further agrees that it will use due diligence to assure that funds are expended for the
purposes intended and that a full accounting for these grant funds is made.
5. Where there is a conflict between the HPRP program plan incorporated herein and this
Homeless Prevention and Rapid Re-Housing Grant Agreement, this Homeless Prevention and
Rapid Re- Housing Grant Agreement shall prevail.
2 GRANT # KFZ28
06/05/2009 THE STATE OFFICE ON HOMELESSNESS
6. In accordance with sections 11.062 and 216.347, Florida Statutes, no funds provided by this
grant may be expended for the purpose of lobbying the Legislature, the judicial branch, or a state
agency.
7. This Homeless Prevention and Rapid Re- Housing Grant Agreement is executed and entered
into in the State of Florida, and shall be construed, performed, and enforced in all respects in
accordance with the applicable State of Florida and Federal laws. Each party shall perform its
obligations herein in accordance with the terms and conditions of this grant agreement. It is
hereby agreed by the parties that in the event that litigation by either party to this grant agreement
becomes necessary that venue shall be proper in Leon County, Florida.
8. Grantee agrees to maintain complete, accurate and adequate records, including financial
records, relating to funds received pursuant to this Homeless Prevention and Rapid Re-Housing
Grant Agreement and of all expenditures made by Grantee with grant funds. The Grantee will
comply with all audit and record keeping requirements specified by the Department and the U.S.
Department of Housing and Urban Development. All records shall be in sufficient detail to
permit a proper pre audit and a post audit of all expenditures.
9. Grantee agrees to provide a financial and compliance audit to the Department as specified in
this Homeless Prevention and Rapid Re-Housing Grant Agreement and in Attachment B and to
ensure that all related party transactions are disclosed to the auditor. This grant is subject to the
Florida and the Federal Single Audit Act requirements beginning in the year ending June 30,
2009 and thereafter.
10. Grantee agrees to retain all financial records, supporting documents, statistical records and
any other documents, whether kept by electronic storage media or otherwise, pertinent to this
Homeless Prevention and Rapid Re-Housing Grant Agreement for a period of not less than six
(6) years after the starting date of this Homeless Prevention and Rapid Re-Housing Grant
Agreement, or if audit findings have not been resolved at the end of the six (6) year period, the
records shall be retained until resolution of the audit findings. State auditors and any persons duly
authorized by the Department shall have full access to, and shall have the right to examine any of
the said materials at any time during regular business hours.
11. Local government Grantees agree to comply with 24 CFR 85.36(b)(3), and non-profit
Grantees agree to comply with 24 CFR 84.42 with respect to the procurement of services,
equipment, supplies or other property. With respect to all other decisions involving the use of
the HPRP funds, the following restriction shall apply: No person who is an employee, agent,
consultant, officer, or elected or appointed official of the Grantee, and who exercises or has
exercised any functions or responsibilities with respect to assisted activities, or who is in a
position to participate in a decision-making process or gain inside information with regard to
such activities, may obtain a personal or financial interest or benefit from the activity, or have
any interest in any contract, subcontract, or agreement with respect thereto, or the proceeds there
under, either for himself or herself or those with whom he or she has family or business ties,
during his or her tenure or for one year thereafter.
3 GRANT # KFZ28
06/0512009 THE STATE OFFICE ON HOMELESSNESS
12. Grantee agrees to be liable for all claims, suits, judgments, or damages, including court costs
and attorney's fees, arising out of the negligent or intentional acts or omissions of the Grantee,
and its agents, sub-grantees and employees, during performance pursuant to this Homeless
Prevention and Rapid Re-Housing Grant Agreement. Further, the Grantee agrees to indemnify
the Department against all claims, suits, judgments, or damages, including court costs and
attorney's fees, arising out of the negligent or intentional acts or omissions of the Grantee, and its
agents, sub-grantees, and employees, during performance pursuant to this Homeless Prevention
and Rapid Re-Housing Grant Agreement. (NOTE: This paragraph is not applicable between
state agencies or subdivisions, as defined in subsection 768.28(2), Florida Statutes)
13. Grantees receiving awards from the Department in 2009 shall expend fifty percent (50%) of
the grant funds awarded by June 30, 2010 on eligible program costs. The Department reserves
the right to amend the grant agreement to recapture grant funds in the event that the Grantee fails
to achieve the spending target, and fails to provide sufficient explanations and correction action
plans to the Department. Should the Department exercise its option to recapture grant funds, any
eligible expense obligated shall be retained by the Grantee for expenditure. Further, the
Department requires the Grantee to achieve an expenditure goal of completely expending the
grant on eligible costs by June 30, 2011. The Department may extend this spending deadline
upon receipt of a written request from the Grantee, explaining the need for additional time, and a
detailed plan to complete the expenditure of the grant.
14. As required by section 286.25, Florida Statutes, if the Grantee is a non-governmental
organization which sponsors a program financed wholly or in part by state funds, including any
funds obtained through this Grant Agreement, it shall, in publicizing, advertising, or describing
the sponsorship of the program, state: "Sponsored by (insert Grantee's name) and the State of
Florida, Department of Children and Families." If the sponsorship reference is in written
material, the words "State of Florida, Department of Children and Families" shall appear in the
same size letters or type as the name of the organization.
15. Grantee shall not use or disclose any information concerning a recipient of services under this
Homeless Prevention and Rapid Re-Housing Grant Agreement for any purpose prohibited by
state or federal law or regulations issued by the U.S, Department of Housing and Urban
Development on March 19,2009, and as may be subsequently amended (except with the written
consent of a person legally authorized to give that consent or when authorized by law).
16. The Grantee shall permit Department personnel or representatives to monitor the services
which are the subject of this Homeless Prevention and Rapid Re-Housing Grant Agreement. In
addition, the Grantee shall permit access to all duly authorized representatives of the U.S.
Department and Housing Urban Development, the Government Accounting Office, the Florida
Auditor General and other agencies charged to ensure full accounting of the grant funds to all
records and files related to the HPRP grant program.
17. Grantee agrees to allow public access to all documents, papers, letters, or other materials
subject to the provisions of Chapter 119, Florida Statutes, and made or received by the Grantee in
conjunction with this Homeless Prevention and Rapid Re-Housing Grant Agreement.
4 GRANT # KFZ28
06/05/2009 THE STATE OFFICE ON HOMELESSNESS
18. The release of funds shall be in accordance with availability and release of funds by the
Department and shall be in conformance with the drawdown schedule submitted by the Grantee
in their HPRP program plan and as outlined in Attachment C. The Grantee shall prepare and
submit a request for the drawdown of funds on the Grantee's stationary, in a format that is
acceptable to the Department. The Department will provide the funds within forty (40) days of
the receipt of the request for release of funds. The State of Florida's performance and obligation
to pay under this Homeless Prevention and Rapid Re- Housing Grant Agreement is contingent
upon an annual appropriation by the Legislature and the receipt of the grant funds from the
federal government.
19. Any notice, that is required under this Homeless Prevention and Rapid Re-Housing Grant
Agreement shall be in writing, and sent by hand delivery, U.S. Postal Service Certified mail,
return receipt requested, or any expedited delivery service that provides verification of delivery.
Said notice shall be sent to the representative of the Grantee responsible for administration at the
designated address contained in this Homeless Prevention and Rapid Re-Housing Grant
Agreement.
20. This Homeless Prevention and Rapid Re-Housing Grant Agreement shall be effective on
September 30,2009, or on the date on which the Homeless Prevention Rapid Re-Housing Grant
Agreement has been signed by both parties, whichever is later. It shall end at midnight, local time
in Tallahassee, Florida, on June 30, 2011, or upon completion of the project, whichever occurs
first. The expiration date may only be changed by written amendment to this Grant Agreement.
The Grant Agreement may be terminated prior to the expiration date only upon written
agreement of the parties.
21. In the event funds for payment pursuant to this Homeless Prevention and Rapid Re-Housing
Grant Agreement become unavailable, the Department may terminate this Homeless Prevention
and Rapid Re-Housing Grant Agreement upon no less than twenty-four (24) hours notice in
writing to the Grantee. Said notice shall be delivered by hand delivery, U.S. Postal Service, or
any expedited delivery service that provides verification of delivery. The Department shall be the
final authority as to the availability and adequacy of state funds. In the event of termination of
this Homeless Prevention and Rapid Re-Housing Grant Agreement, the Grantee will be
compensated for any work satisfactorily completed.
22. Grantee agrees to return to the Department any overpayments or funds disallowed pursuant to
the terms and conditions of this Homeless Prevention and Rapid Re-Housing Grant Agreement
that were disbursed to the Grantee by the Department. In the event that the Grantee or its
independent auditor discovers that an overpayment has been made, the Grantee shall repay said
overpayment immediately without prior notification from the Department. In the event that the
Department first discovers an overpayment has been made, the grant manager, on behalf of the
Department, will notifY the Grantee by letter of such findings. Should repayment not be made
immediately, the Grantee will be charged at the lawful rate of interest on the outstanding balance
after Department notification or Grantee discovery.
5 GRANT # KFZ28
06/05/2009 THE STATE OFFICE ON HOMELESSNESS
23. The Grantee shall report client-level data, such as the number of persons served and their
demographic characteristics, in the homeless management information system within their
respective continuum of care planning area, as required by the Department of Housing and Urban
Development. Further, the Grantee shall submit quarterly reports to the Department, using the
form provided by the Department Grant Manager. The quarterly report shall be received by the
Department within five calendar days following the end of the grant quarter (March 30, June 30,
September 30, and December 31). At a minimum, the Grantee shall report the following: the
total amount of HPRP funds received from the Department; the amounts of HPRP funds
allocated for the four eligible HPRP activity categories (financial assistance, services, data
collection and administration); the amount expended for each of the above categories; the
estimated number of unduplicated individuals and families served; and the numbers of new jobs
created and jobs retained. Finally, an annual performance report, using the form provided by the
Department Grant Manager, is due to the Department by November 1 of each year. This report
shall at a minimum contain the following: the number of persons served and the demographic
characteristics of the persons served; the total HPRP funds expended by activity type; the
numbers of jobs created and jobs retained; and the outcomes achieved related to housing
stability, as defined by the U.S. Department of Housing and Urban Development. Failure to file
the required reports in a timely fashion shall be cause for the Department to suspend funding to
the Grantee, until corrective actions have been taken.
24. Any modification of provisions of this Homeless Prevention and Rapid Re-Housing Grant
Agreement shall be approved by the Department. Approval of any modification of provisions of
this grant shall occur only after receipt by the Department of a revised HPRP program plan.
Written approval of any such modifications shall be attached to the original of this Homeless
Prevention and Rapid Re-Housing Grant Agreement and a copy shall be sent to the Office on
Homelessness.
25. Official Name of Payee and Representatives:
A. The official Grantee name, as shown on page one (1) of this Homeless Prevention and
Rapid Re-Housing Grant Agreement and as listed in MyFlorida Market Place, and
mailing address as listed in MyFlorida Market Place, to whom the Department shall issue
payment is:
Monroe County B.O.C.C.
PO Box 1980
Key West, FL 33041
B. The name, address, telephone number, and email address of the grant manager for the Grantee
under this Homeless Prevention and Rapid Re-Housing Grant Agreement is:
Sheryl Graham
Monroe County Community Services
1100 Simonton Street. Suite 2-257
Key West, FL 33040
305-292-4510
Graham-shery l@monroecounty-fl. gov
6 GRANT # KFZ28
06/0512009 THE STATE OFFICE ON HOMELESSNESS
C. The name, address, telephone number, and email address of the grant manager for the
Department under this Homeless Prevention and Rapid Re-Housing Grant Agreement is:
Theresa Phelan
Department of Children and Families
1111 12th Street, #304
Key West, FL 33040
305-292-6810
Trixie -phelan@dcf.state.f1.us
26. This Homeless Prevention and Rapid Re-Housing Grant Agreement and its attachments and
any exhibits referenced in said attachments, together with any documents incorporated by
reference, contain all the terms and conditions agreed upon by the parties. There are no
provisions, terms, conditions, or obligations other than those contained herein, and this Homeless
Prevention and Rapid Re- Housing Grant Agreement shall supersede all prevIOUS
communications, representations, or agreements, either verbal or written between the parties. If
any term or provision of this Homeless Prevention and Rapid Re-Housing Grant Agreement is
legally determined unlawful or unenforceable, the remainder of the Homeless Prevention and
Rapid Re- Housing Grant Agreement shall remain in full force and effect and such term or
provision shall be stricken.
27. The Grantee shall administer this federal grant in compliance with all applicable federal laws
and regulations. This certification includes fair housing in accordance with Section 808(e)(5) of
the Fair Housing Act; equal opportunity requirements in 24 CFR 5.105(a); lead based paint
requirements in the Lead Based Paint Poisoning Prevention Act; uniform federal administrative
requirements in 24 CFR Part 85 or Part 84; lobbying and disclosure requirements in 24 CFR Part
87; drug-free workplace requirements in 24 CFR Part 21; and procurement of recovered
materials in accordance with Section 6002 of the Solid Waste Disposal Act. The March 19,2009
Notice issued by the U.S. Department of Housing and Urban Development specifies these
requirements. The Grantee shall execute the general grant certifications for the HPRP, as outlined
in Attachment D. If this agreement contains $10,000 or more of federal funds, the Grantee shall
comply with Executive Order 11246, Equal Employment Opportunity, as amended by Executive
Order 11375, and others, and as implemented by regulations issued by the U.S. Department of
Housing and Urban Development.
28. The Grantee shall comply with and incorporate into any subgrant agreement provisions
related to Whistleblower protection, as specified in Section 1553 of the American Recovery and
Reinvestment Act of 2009. The Grantee shall post notice of employee rights and remedies for
whistleblower protections provided under Section 1553 of the Recovery Act.
29. Continuous adequate insurance coverage shall be maintained by the Grantee during the
existence of this agreement and any renewal( s) and extension( s) of it. By execution of this Grant
Agreement, unless the Grantee is a state agency or subdivision as defined by subsection
768.28(2), F.S., the Grantee accepts full responsibility for identifying and determining the type(s)
and extent of liability insurance necessary to provide reasonable financial protections for the
Grantee and the participants to be served under this Grant Agreement. The limits of coverage
7 GRANT # KFZ28
06/05/2009 THE STATE OFFICE ON HOMELESSNESS
under each policy maintained by the Grantee do not limit the Grantee's liability and obligations
under this Grant Agreement. Upon execution of this agreement, the Grantee shall furnish the
Department written verification supporting both the determination and existence of such
insurance coverage. Such coverage may be provided by a self-insurance program established and
operating under the laws of the State of Florida. The Department reserves the right to require
additional insurance as specified in the Grant Agreement.
30. The Grantee agrees to be responsible for the proper care and custody of all property
purchased with grant funds and agrees not to sell, transfer, encumber, or otherwise dispose of
property acquired with grant funds without the written permission of the Department. If the
Grantee is no longer a recipient, all property acquired by grant funds shall be returned to the
Department immediately upon either termination or completion of the grant. The Grantee further
agrees to comply with all provisions of the Department's operating procedures pertaining to the
use and purchase of property with grant funds. These operating procedures can be found at the
following internet link: http://www.dcf.state.fl.us/publications/policies.shtrnl
31. The Grantee shall, where applicable, comply with the Health Insurance Portability and
Accountability Act (42 U.S.C. 1320d.) as well as all regulations promulgated there under (45
CFR Parts 160, 162 and 164).
32. This Agreement may be terminated by the Department for any reason upon five (5) days
written notice via certified mail. In the event this Agreement is terminated, the Grantee shall
deliver all supplies, equipment and property purchased with grant funds to the Department,
within 30 days after termination. Any finished or unfinished documents, data, correspondence,
reports, and other products prepared by or for the Grantee under this Agreement shall be made
available to and for the exclusive use of the Department. Notwithstanding the above, the Grantee
shall not be relieved of liability to the Department for damages sustained by the Department by
virtue of any termination or breach of this Agreement by the Grantee. In the event this
Agreement is terminated, the Grantee shall be reimbursed for satisfactorily performed and
documented services provided through the effective date of termination.
33. Modifications of any kind, to any provision of this Agreement must be mutually agreed upon
by all parties, and requires a written amendment to this Agreement.
34. The Grantee agrees to comply with the mandatory reporting requirements to the
Department's Office of Inspector General, as described in the Department's Operating Procedure
CFOP 180-4 as contained in Attachment E.
8 GRANT # KFZ28
06/0512009 THE STATE OFFICE ON HOMELESSNESS
IN WITNESS THEREOF, the parties hereto have executed this 26 page Homeless Prevention
and Rapid Re-Housing Grant Agreement by their undersigned officials as duly authorized.
GRANTEE: Monroe County B.O.C.C.
Geor2"e R. Neu2"ent
Mavor
Date:
Grantee Federal EID #: 59-600749
Grantee DUNS #: 037876757
Grantee Central Contractor Registration (CCR) #: 3CIZ4
Grantee Fiscal Year Ending Date: 09/30
***************************************************
STATE OF FLORIDA
DEPARTMENT OF CHILDREN AND FAMILIES
Signed By:
Name: Gilda P. Ferradaz
Title: Circuit Administrator
Date:
.t~...,
Date
Attachments to Grant Agreement
A. Grantee's HPRP program plan, as filed with the Departm nt
B. Financial and compliance audit requirements
C. Request for Release of Funds
D. Homeless Prevention and Rapid Re-Housing Program grant certifications
E. Operating Procedure CFOP 180-4, Mandatory Reporting Requirements to Office of
Inspector General.
9 GRANT # KFZ28
06/0512009 THE STATE OFFICE ON HOMELESSNESS
IN WITNESS THEREOF, the parties hereto have executed this 26 page Homeless Prevention
and Rapid Re-Housing Grant Agreement by their undersigned officials as duly authorized.
GRANTEE: Monroe County B.O.C.c.
Signed By:
Name: Geon!e R. Neu~ent
Title: Mavor
Date:
Grantee Federal EID #: 59-600749
Grantee DUNS #: 037876757
Grantee Central Contractor Registration (CCR) #: 3CIZ4
Grantee Fiscal Year Ending Date: 09/30
***************************************************
STATE OF FLORIDA
DEPARTMENT OF CHILDREN AND FAMILIES
0'
Signed By:
Name: Gilda P. Ferradaz
Title: Circuit Administrator
Date:
Date
Attachments to Grant Agreement
A. Grantee's HPRP program plan, as filed with the Departmen
B. Financial and compliance audit requirements
C. Request for Release of Funds
D. Homeless Prevention and Rapid Re-Housing Program grant certifications
E. Operating Procedure CFOP 180-4, Mandatory Reporting Requirements to Office of
Inspector General.
9 GRANT # KFZ28
'--.._----~ ,:;" '-
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Attachment A
SOUTHERNMOST HOMELESS ASSISTANCE LEAGUE
RECOMMENDATION FOR DISTRIBUTION OF HOMELESS
PREVENTION FUNDS FOR MONROE COUNTY
Monroe County Social Services
Mailing Address Physical Location where Services Provided
Street:1100 Simonton Street. 2-257 1100 Simonton Street. 1st Floor, Key West. FL
City: Key West 490 63rd Street Ocean. Marathon, FL
Slate: Florida, 86820 Overseas Hwy, MM 88.8, Tavery1ier, FL
Zip Code:33040
Executive Director's Name: Roman Gastesi, County Administrator
Phone Number: 305-292-4441 Fax: 305-292-4544
Email: 9astesi-roman@monroecounly-fl.gov
Primary Project Contact: Sheryl Graham
Phone Number: 305-292-4510 Fax: 305-295-4359
Email : graham-sheryJ@monroecounty-fl.gov
Agency Websi18: www.monroecountv-ff.oov
The RFP was posted in the county newspaper and on the SHAL website. By the final
due date, one organization had submitted a proposal The proposal was reviewed by
members of the SHAL Review Panel and members of the SHAL Oversight Committee.
The recommendation of Monroe County Social Services as distributor of the homeless
prevention funds was approved by the Board of Directors on April 7, 2009.
B. EXPERIENCE AND CAPACITY OF AGENCY TO IMMEOIATEL Y IMPLEMENT THE
PREVEN.TlON FUNDS
Monroe County SOCial Services (MCSS) is a Department within Monroe County
Government. MeSS operates under the full faith and credit of the Board of County
Commissioners (SOCC), which was established in 1823. MCSS programs have been
providing case management as well as coordinating and delivering core services for
citizens countywide for more than 40 years. MCSS has existing governmentcentelS in the
Upper, Middle and Lower Keys. These 3 locations are staffed with experienced. seasoned
case managers that are currently providing an array of services to citiZens countywide.
MeSS has, for more than 25 years. administered and case managed the Community Care
for the Elderly (CeE) program, the Home Care for the Elderfy (HeE), the Aged and
Disabled Adult (ADA) Medicaid Waiver. alld the Older Americans Act (OM) programs.
These programs provide homemaking, personal care, respite. home-delivered meals and
congregate meals for elderly and/or severely disabled individuals.
MCSS currently provides all services and administrative support for the low Income Home
Energy Assistance Program (LlHEAP). MeSS also provides aU eligibnity detennination
services for the EmergenCy Home Energy Assistance for the Elderly Program (EHEAP).
Both lfHEAP and EHEAP funds are used 10 ensure 1hat income efagible citizens are not
negatively impacted by rising energy costs. UHEAP and gHEAP funds are used sofely to
pay for energy bills for low income clients. Mess also provides transportation services
throughout Monroe County via Olir Monroe County Transit (MeT). This transportation
service is available to all citizens of Monroe County, regardless of their income or eigibifity.
In addition to the aforementioned services, other efigibility-based services are routinely
.. (, KFZ28
- J.
~- -
,.... .
provided to the community on art ongoing basis such as: purchasing prescription drugs for
those who cannot afford to do so; emergency food money in the form of grocery store gift
cards; pauper burials for low-income, homeless, or unclaimed individuals: personal care
items; and/or other emergency related supplies.
Prior to the budgetary restrictions imposed on County General Fund spending in 2008,
MeSS was the primary provider in the County of emergency shelter and emergency utility
services. Any person at risk of homelessness due to their rent or utilities not being paid
could receive up to 12 months of rental assistance and/or utility payments (electricity,
water, or gas). Care was taken to ensure that grant funding (LlHEAP orEHEAP) was used
first, if the cfient was eligible, and that no services were duplicated. During the time rental
assistance was provided, case management staff would closely monitor the client and his
or her progress to ensure that they were reaching their goal of self-sufficiency.
Since Mess has extensive experience providing and managing a rental assistance
program, implementation would be immediate.
A partnership and close working relationship with the local Workforce Board (One Stop
Career Center) is already in place.
C. DETAILED BUDGET - SEE ATTACHED.
Award Amount: $257,007.47
D. REQUESTED DRAW DOWN SCHEDULE
MCSS requests a draw down of 60% of the funds in the first year and 40% of the funds
in the second year. The first year requested draw down schedule would be as follows:
$38,551.12 per quarter for a total of $154,204.48 in the first year. The second year
draw down schedule would be as follows: $25,700.75 per quarter for a total of
$102,802.99 in the second year.
E. MAXIMUM ASSISTANCE LEVEL PER HOUSEHOLD
Maximum funding assistance I household for homeless prevention: $2,000
# of Persons proposed to be served during the project: 125
F. CASE MANAGEMENT PROCESS TO BE USED TO DETERMINE THE AMOUNT
OF ASSISTANCE TO BE MADE AVAIlABLE TO THE HOUSEHOLD
CurrenUy, MeSS employs five full time case managers. These case managers would
begin to immediately serve cHents using these funds. Depending upon the volume of
clients, MeSS would likely hire another case manager.
G. DOLLARS ALLOCATED WILL BE ALLOCATED ONLY IN MONROE COUNTY
Monroe County Social Services only selVes people who are resident within the County.
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..
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H. PROCESS TO REPORT ON THE NUMBER OF HOUSEHOLDS ASSISTED WHO
WERE PREVENTED FROM BECOMING HOMELESS
Case management support is crucial to the success of this program. Regular and
routine follow up of clients is required to ensure client success, self-sufficiency and to
ensure they are following their case plan in order to not become homeless. Clients will
be met with on no less than a monthly schedule. If a client needs to be seen more
often than monthly, that schedule wiU be established and followed.
I. CERTIFICATION OF HOW THE AGENCY/CONTINUUM OF CARE WILL ENSURE
THAT ALL CLIENTS ASSISTED ARE ENTERED INTO THE EXISTING HMIS
SYSTEM
Currently MeSS does not use the HMIS but will commence to do so upon receipt 'ofthe
homeless prevention funds. As has been the practice with previous prevention funds, case
managers review the cases monthly and ensure the database is up to date with the status
of all clients. The HMIS database will also be reviewed by the SHAL HMIS Speciafist on a
monthly basis.
J. DETAIL THE LOCAL EDUCTION AND OUTREACH EFFORTS TO COMMUNICATE
WITH THOSE HOUSEHOLDS AT RISK OF LOSING THEIR HOME OR APARTMENT
Information about the funding will be shared at Older Americans Advisory Board
(OAAB) meetings, at AARP meetings, with the utility companies, and in press releases.
Clients can the County frequently asking about the availability of funding for
shelterJhousing and utility assistance. MeSS is well-known in the community as a
provider of emergency housing funds and utility funds and it is anticipated that many
referrals will come from the community.
K. SET FORTH THE CRITERIA TO BE USED TO DETERMINE WHICH
HOUSEHOLDS ARE EUGIBLE FOR AID, AND WHICH. ONES WILL BE SELECTED
FOR ASSISTANCE
Clients are currently assessed using established eligibility tools. These tools will continue
to be used to ensure eligibility and to ensure that no duplication of services occurs. Current
poverty level tables are used as part of the eligibifrty detennination in all of cases. AI
programs require that clients meet 150% of the poverty limit as established by the annuai
Federal Poverty Guidelines.
Clients are familiar with the three locations throughout the Keys and seek services on a
daily basis. Clients who are home-bound are seen by case managers during home visits.
Case management is provided to al clients, regardless of what services they seek. A
working file is opened and maintained for each client A central data base (EZ Track
tracking system) is used countywide to ensure there is no duplication of services.
Referrals to other agencies for other selVices are made to clients as part of the routine
case management and are tracked in EZ Track. Needs are assessed on a client by
dient basis. Case management appointments are generally scheduled to last one hour
so time and care is taken with each cfient.
c l~
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L. DESCRIBE HOW THE AGENCY AND THE CONTINUUM OF CARE WILL ENSURE
THAT PROGRAM PARTICIPANTS ARE LINKED WITH EXISTING SERVICES
Exceptional case management is the critical element needed to link clients with existing
services and alternative services. The case management team is skifled at ensuring that
clients get every applicable service they are capable of getting. ~ an example, clients are
assisted with pubflc assistance applications, clients are referred to the One Stop Career
Centers for assistance with unemployment compensation applications, and clients are
referred to SHINE for assistance with Medicaid or Social Security applications. These are
just a few examples of the links with community partners.
MeSS will address the issue of homelessness prevention by serving at least 125
households throughout the life of the project. These households Will be seIVed with the
aforementioned measures (i.e. case management, direct services, etc,). HMIS reporting
will allow for foUow up data and proof that the program has had a positive, neutral, or
negative effect on the lives of people who were at risk of homeJessness and were served
with these dollars during the grant period. Once a client outcome is achieved, follow up wiU
be conducted for three years to determine the overaJl impact of the HPF program.
" 1 r:
,\.
Monroe County Social Services
Homeless Prevention Proaram
Eliaibilitv and Service ReQuirements
A. Mandatory Eligibility Requirements:
1. Demonstrate risk of homelessness (Risk Factors for Homelessness) and provide associated
documentation
2. Demonstrate Income (FY2009 HUD Income Limits Summary) using "very low" 50% category
(Le. proof of income from client; 3rd party verification; self-certification as a last resort)
3. Certify that there are no other housing options, resources or support options
(utilize Self-Declaration form and Intake form)
4. Re-evaluate income/financial documentation for clients who receive services beyond 3 months
5. Signed statement of certification of eligibility and appropriateness by staff (Intake form)
6. Name on lease and other documentation must be the same as the person requesting service
7. Rent reasonableness must be established (utilize Rent Reasonableness ChecklisQ
8. Habitability Inspection and lead-based paint inspection
(required for new leases, change of tenancy, and arrears payments)
B. Documentation in client tracking system (EZ Track, HMIS) and physical file
1. Eligibility criteria must support information on Intake form
2. Referrals to all organizations
3. All other sources of assistance
4, Estimated extent of Homeless Prevention assistance (include dollars and length of time in months
and/or payments)
5. All services offered to and/or received by client
6. Case plan for assistance payments
7. Case plan for future success and ability to pay after assistance ends
8. Exit Form (if exited)
C. Assistance Limits
1. Assistance to each household will be based on individual household needs
2. Assistance will be paid to a 3rd party only (Le. landlord, rental company, etc.)
3. Assistance may exceed $2000 per household when justified in writing in the file and approved by
Social Services Director (physical and electronic files)
4. Assistance will be provided long enough to resolve the client's crisis and increase possibility of
success and housing stability (cannot exceed 18 months)
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Homeless Prevention Funds Budget Summary Page
Agency: Monroe County Board of County Commissioners
Total grant allocation =$257,007.00
DIRECT CLIENT ASSISTANCE AND ADMINISTRATIVE EXPENSE DETAIL
Year One bud et=$154,204.00 i1/09-6/30/10
LINE ITEMS TOTAL MCSS L1HEAP Monroe County
EXPENSE & other grants General Revenue
.. --
.):..~ ..i.~j~- .- ~,_,:'.
A. Financial Assistance-direct client assistance 2,063,996.11 . . 117,2.9.1 :55 1,406,704.56 540,000.00
(includes rental assistance and utility payments) .0::;: . ..
". ;~~:. ~ '>~.~ ..~-;". ~ ~.
.. ., ~ - ; - "--
B. Case Management & Employment Skills 22,792.97 . .,.~,792:97 0 0
Full time-Case Manager (new hire) I ~ ~. ':.I.
( salary only) 10.'.: 1 .,.~ ~ .. ;o..
~, . .. . "- .
.-; .' ".. .. . I ~-
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C. Data collection and evaluation (HMIS entry) 10,358.40 ::'~AO,~5'8:40 0 0
Case manager Aide=20hrs per week,($16.60 per hr) \',.- . ".:.,-;..
-'.5 ".:.~. -
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... .~- - ~ ~,~- ..~--'::
D. Adminstrative Cost 3,761.08 ;, .,. ~j 7~f,.08 0 0
(includes office supplies, operating supplies, advertising, ' '._,(:;,~,~:"::;
:."t"-'l..,..: ;,
.. ~ ':'" .'~., t ~..~
rental and leases-Xerox copier, postage) . .-, ..-.-.
.;,. ~. ~..::... ~ ;"
_.
TOTALS: 2,100,908.56 ,.:' 154,204.00 1,406,704.56 540,000.00
DIRECT CLIENT ASSISTANCE AND ADMINISTRATIVE EXPENSE DETAIL
Year Two bud et=$102,B03.00 (7/1/10-6/30/11
LINE ITEMS TOTAL MCSS L1HEAP Monroe County
EXPENSE & other grants General Revenue
_ 0<;
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:- --.. ,';..' ~
A. Financial Assistance-direct client assistance 2,024,899.26 .,' . 76,1 ~4:70 1,406,704.56 540,000.00
(includes rental assistance and utility payments) ; . \::~;~;...'"
B. Case Management & Employment Skills 15,195.31 ,o'J5,195,31 0 0
Full time-Case Manager(new hire)
*"( salary only) ,., ..
--. :. - I-~ .: . ~
~._.. '
C. Data collection and evaluation (HMIS entry) 6,905.60 6,905.60 0 0
Case manager Aide=20hrs per week($16.60 per hr)
D. Adminstrative Cost 2,507.39 2,507.39 0 0
(includes office supplies, operating supplies, advertising,
rental and leases-Xerox copier. postage)
--
TOTALS: 2,049,507.56 ~,102;803.0.Q 1,406,704.56 540,000.00
...salary=level 8-case manager
Total direct assistance - $195,486.25 = 76%
spending breakdown: case management-$37,988.28 = 15% of total grant
administration- $6,266.47 = 2%
data entry - $17,264.00 = 7%
5/29/20092:14 PM
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ATTACHMENT B
The administration of resources awarded by the Department of Children & Families to the provider may be subject
to audits as described in this attachment.
MONITORING
In addition to reviews of audits conducted in accordance with OMB Circular A-133 and Section 215.97, F.S., as
revised, the department may monitor or conduct oversight reviews to evaluate compliance with contract,
management and programmatic requirements. Such monitoring or other oversight procedures may include, but not
be limited to, on-site visits by department staff, limited scope audits as defmed by OMB Circular A-133, as revised,
or other procedures. By entering into this agreement, the recipient agrees to comply and cooperate with any
monitoring procedures deemed appropriate by the department. In the event the department determines that a limited
scope audit of the recipient is appropriate, the recipient agrees to comply with any additional instructions provided
by the department regarding such audit. The recipient further agrees to comply and cooperate with any inspections,
reviews, investigations, or audits deemed necessary by the department's inspector general, the state's Chief
Financial Officer or the Auditor General.
AUDITS
PART I: FEDERAL REQUIREMENTS
This part is applicable if the recipient is a State or local government or a non-profit organization as defined in OMB
Circular A-133, as revised.
In the event the recipient expends $500,000 or more in Federal awards during its fiscal year, the recipient must have
a single or program-specific audit conducted in accordance with the provisions of OMB Circular A-133, as revised.
In determining the Federal awards expended during its fiscal year, the recipient shall consider all sources of Federal
awards, including Federal resources received from the Department of Children & Families. The determination of
amounts of Federal awards expended should be in accordance with guidelines established by OMB Circular A-133,
as revised. An audit of the recipient conducted by the Auditor General in accordance with the provisions ofOMB
Circular A-133, as revised, will meet the requirements of this part. In connection with the above audit requirements,
the recipient shall fulfill the requirements relative to auditee responsibilities as provided in Subpart C of OMB
Circular A-133, as revised.
The schedule of expenditures should disclose the expenditures by contract number for each contract with the
department in effect during the audit period. The financial statements should disclose whether or not the matching
requirement was met for each applicable contract. All questioned costs and liabilities due the department shall be
fully disclosed in the audit report package with reference to the specific contract number.
Single Audit Information for Recipients of Recovery Act Funds
(a) To maximize the transparency and accountability of funds authorized under the American Recovery and
Reinvestment Act of 2009 (Pub. L. 111-5) (Recovery Act) as required by Congress and in accordance with
2 CFR 215.21 "Uniform Administrative Requirements for Grants and Agreements" and OMB Circular A-
102 Common Rules provisions, recipients agree to maintain records that identifY adequately the source and
application of Recovery Act funds. OMB Circular A-102 is available at
http://www. whitehouse. gov/omb/circulars/a I 02/al 02.html.
(b) For recipients covered by the Single Audit Act Amendments of 1996 and OMB Circular A-133, "Audits of
States, Local Governments, and Non-Profit Organizations," recipients agree to separately identifY the
expenditures for Federal awards under the Recovery Act on the Schedule of Expenditures of Federal
~1.f KFZ28
Awards (SEFA)) and the Data Collection Form (SF-SAC) required by OMB Circular A-133. OMB
Circular A-133 is available at http://www.whitehouse.gov/omb/circulars/a133/aI33.html. This shall be
accomplished by identifying expenditures for Federal awards made under the Recovery Act separately on
the SEFA, and as separate rows under Item 9 of Part III on the SF-SAC by CFDA number, and inclusion of
the prefix "ARRA_" in identifying the name of the Federal program on the SEFA and as the first characters
in Item 9D of Part III on the SF-SAC.
(c) Recipients agree to separately identify to each sub-recipient, and document at the time of sub- award and at
the time of disbursement of funds, the Federal award number, CFDA number, and amount of Recovery Act
funds. When a recipient awards Recovery Act funds for an existing program, the information furnished to
sub-recipients shall distinguish the sub-awards of incremental Recovery Act funds from regular sub-awards
under the existing program.
(d) Recipients agree to require their sub-recipients to include on their SEF A information to specifically identify
Recovery Act funding similar to the requirements for the recipient SEF A described above. This
information is needed to allow the recipient to properly monitor sub-recipient expenditure of ARRA funds
as well as oversight by the Federal awarding agencies, Office of Inspector General and the Government
Accountability Office.
PART II: STATE REQUIREMENTS
This part is applicable if the recipient is a nonstate entity as defined by Section 215.97(2), Florida Statutes.
In the event the recipient expends $500,000 or more in state fmancial assistance during its fiscal year, the recipient
must have a State single or project-specific audit conducted in accordance with Section 215.97, Florida Statutes;
applicable rules of the Department of Financial Services; and Chapters 10.550 (locaI governmental entities) or
10.650 (nonprofit and for-profit organizations), Rules of the Auditor General. In determining the state fmancial
assistance expended during its fiscal year, the recipient shall consider all sources of state fmanciaI assistance,
including state fmanciaI assistance received from the Department of Children & Families, other state agencies, and
other nonstate entities. State fmancial assistance does not include Federal direct or pass-through awards and
resources received by a nonstate entity for Federal program matching requirements.
In connection with the audit requirements addressed in the preceding paragraph, the recipient shall ensure that the
audit complies with the requirements of Section 215.97(8), Florida Statutes. This includes submission of a financial
reporting package as defined by Section 215.97(2), Florida Statutes, and Chapters 10.550 or 10.650, Rules of the
Auditor General.
The schedule of expenditures should disclose the expenditures by contract number for each contract with the
department in effect during the audit period. The fmanciaI statements should disclose whether or not the matching
requirement was met for each applicable contract. All questioned costs and liabilities due the department shall be
fully disclosed in the audit report package with reference to the specific contract number.
PART III: REPORT SUBMISSION
Any reports, management letters, or other information required to be submitted to the department pursuant to this
agreement shall be submitted within 180 days after the end of the provider's fiscal year or within 30 days of the
recipient's receipt of the audit report, whichever occurs first, directly to each of the following unless otherwise
required by Florida Statutes:
A. Contract manager for this contract (2 copies)
Theresa Phelan
Department of Children and Families
1111 12th Street, #304
Key West, FL 33040
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, 1. ,